Embed Size (px)
Citation preview
PivotTables and PivotCharts
Volume 2
PivotTablesPivotCharts
01 Using slicers with non pivot data 3
02 Using slicers to view different scenarios for forecasting 6
03 How to forecast quickly using trendlines 10
04 Enjoy greater flexibility in filtering dates with Timelines in Microsoft Excel 2013 12
05 How to rank items quickly without sorting them 14
06 How to create custom PivotTable Groups 16
07 How to install the PowerPivot add-in in Microsoft Excel 2010 and 2013 18
08 How to set up a PivotTable using the PowerPivot add-on module 21
09 How to calculate Sales Tax/Vat using PowerPivot Measures 24
10 How to set up custom subtotals in a PivotTable 26
11 How to set the Sum function as the default in a PivotTable 28
Additional Learning 31
2
Table of contents
Sometimes you may want to present your data simply as a range, but would like to make use of Slicers (available in Microsoft® Excel® 2010 and 2013) to be able to quickly filter data. Commonly, slicers are applied only to data that is presented in Tables, PivotTables and PivotCharts – not non Pivot data, but there is a way around that, which is what we will show you in this tip.
Note: Download the workbook to practice this exercise
Applies to: Excel 2007, 2010 and 2013
We start by inserting a Pivot Table using the cost centers.
1. Select any cell within the Cost Centre table.2. Select the Insert tab then PivotTable.
3. Add the PivotTable to the existing worksheet in cell C16 and select OK.
Using slicers with non pivot data01
3
4. Place the Cost Center to the rows area.5. Drag the Key field to the values area.6. Select the PivotTable.7. From PivotTable Tools, select Options.8. Select Insert Slicer.
9. Select Cost Center. 10. Select OK.
11. Right click your Slicer and select Slicer Settings.12. Uncheck the Display header box.
13. Select OK.14. Select Sales on the Slicer.
4
15. Select cell G1 and enter the following formula:
=INDEX(B1:F13,,$D$17)
NOTE: The reference for D17 should be typed in not selected. Press the F4 key to make this cell absolute. • The INDEX function returns the value in a table at the intersection of a given row and column number.• B1:F13 is the data range• There is no row number hence returning , , (two commas).• The column number is returned by the value in $D$17(1).
16. Copy the formula down to G17 (the values for Sales or the selected cost center will be copied down).17. Select the data range A1:A13 and G1:G13 (Hold down the control key to make your selection).18. Select the Insert tab.19. Select the Column chart under the Charts group.
The chart data and the values in G1:G13 will change based on the selected Cost Center from the slicers list as can be seen the data in the range B1:F13 can be filtered with a slicer without inserting a PivotTable.
5
Forecasting the outcome of a financial model can lead to better planning and positive results for an organization. You can use scenarios to forecast the outcome of a financial model. A scenario is a set of values that Microsoft® Excel® saves and can substitute automatically in your worksheet. You can create and save different groups of values on a worksheet and then use slicers to switch to any of these new scenarios.
We have previously shown you how to insert scenarios using the What-If analysis tool. However in this tip we shall do it differently, by setting up the scenarios in a table. A PivotTable will then be inserted so that slicers can be used to switch between the best case and worst case scenarios.
Note: Download the workbook to practice this exercise
Applies to: Microsoft Excel 2007, 2010 and 2013
1. The first step is to create a table for the Best Case and Worst Case scenarios for the 4th quarter which has been created in the example workbook.
2. Then create a PivotTable from the scenario data: a. Select any cell within the scenario table b. From the Insert Tab, select PivotTable
c. In the Location box, select any cell on the existing worksheet where you would like to place the PivotTable.
Using slicers to view different scenarios for forecasting
02
6
d. Drag Account Name and place it in the Row Labels and Value in the Values area.
7
3. Insert a slicer: a. Select any cell on the PivotTable. b. From the Analyze tab, select Insert Slicer in Excel 2013. If you’re using Excel 2010, go to Options and select Insert Slicer.
4. Select the scenario field from the slicer list and click OK.
5. Select cell F8 in the financial model. 6. Press “=” and click on the value representing Sales in the PivotTable.
7. Repeat steps 5 and 6 until you have linked the cells in the financial model to the corresponding values in the PivotTable. 8. Click on the slicer and select Options. 9. Change the number of columns to two.
8
10. Right click on the slicer and select slicer settings. Then uncheck the display header check box and click OK.
11. Resize and move the slicer above the financial model.
As can be seen one can quickly switch between the best case and worst case scenarios. This is also another method of creating scenarios without using the What if analysis option under the data tab.
9
How to forecast quickly using trendlines
Forecasting is integral to business success but it can be frustrating when you don’t have the right tools. Fortunately Microsoft® Excel® gives you the ability to forecast quickly without cracking your head with complex mathematical models using trendlines.
When you have existing data for which you want to forecast a trend, you can create a trendline in a chart. For example, if you have a chart in Excel that shows sales data for the first few months of the year, you can add a trendline to the chart that shows the general trend of sales (increasing or decreasing or flat) or that shows the projected trend for months ahead.
Note: Download the workbook to practice this exercise
Applies to: Microsoft Excel 2007, 2010 and 2013
We start by creating a column chart for the data below.
1. Select a cell within the data range and press F11.2. Click on the chart tittle and change to “Sales Forecast Report”.3. To create a linear trendline: a. Right click on one of the series (blue bars). b. Select Add Trendline. c. Select Linear under Trend/Regression Type and type 6 as your forecast period as demonstrated below.
03
10
d) Select Close.
A linear trendline has been inserted and can help you to forecast future sales trends.
11
Enjoy greater flexibility in filtering dates with Timelines in Microsoft Excel 2013
To make it easier for you to drill down on data, Microsoft has provided a more flexible way of filtering PivotTables by dates in Microsoft® Excel® 2013 with the addition of Timelines. Timelines are a visual filter for dates, which make it easy for you to see what date range has been filtered, plus they add a nice aesthetic to your worksheet. Dates can be analyzed by years, quarters, months and days. Unfortunately Timelines can only filter PivotTables, they don’t work on standard tables.
In our example we’ve already created the PivotTable.
Note: Download the workbook to practice this exercise.
Applies to: Microsoft Excel 2013
1. Open the workbook.2. To insert a timeline: a. Click on the PivotTable. b. Select the Analyze tab and then select Insert Timeline in the Filter section.
c. Then check the Date box and select OK.
d. The timeline will be inserted.
04
12
3. To filter the PivotTable by months, select a month from the timeline.4. To filter by quarters; select Quarters in the top right hand corner.5. Then select the quarter you would like to filter by.
As you can see, the PivotTable in our example has been filtered by Quarter 1.
The timeline can also be filtered by years and days giving you the ability to analyze data interactively.
13
How to rank items quickly without sorting them
This week we’ll show you how to quickly rank items from smallest to largest using a feature that already exists in PivotTables. Let’s say you’re analyzing your products or even expenses and need to rank them from the smallest to the largest value, instead of writing your own formulas in calculated fields, you can use the Rank Smallest to Largest feature in PivotTables to assign ranks or position without sorting or list or re-arranging your list.
Note: Download the workbook to practice this exercise
Applies to: Microsoft® Excel® 2007, 2010 and 2013
In our example, the PivotTable has been set up with the Product Sales field allocated to the values area twice. In the second column the other Product Sales field has been renamed Rank.
1. Right click on one of the values in the Rank column and select as below.2. Select Show Values As, and then Rank Smallest to Largest.
05
14
3. Select OK.
The items will be quickly ranked without sorting or re-arranging the list. The same approach can be used to rank other items like expenses.
15
How to create custom PivotTable Groups
The PivotTable grouping option in Microsoft® Excel® allows you to see summaries of data by grouping it together so that less detail is shown. Grouping can be done automatically on date fields and the data summarised by days, months, quarters or years. However, you can also create your own custom groups. For instance, you can group your expenses by reporting categories, which is what we’ll demonstrate in this tip.
Note: Download the workbook to practice this exercise
Applies to: Microsoft Excel 2007, 2010 and 2013
The example PivotTable has been populated with expenses and amounts.
To create the grouping for Admin expenses:1. Select all the expenses related to admin.2. Right click on one of the selected expenses.3. Select Group.4. Select the cell in the PivotTable now named Group 1 and rename it to Admin in the formula bar.
06
16
5. Repeat step 2 for all subsequent grouping levels to be created. 6. To remove the grouping, right click on the group name and select Ungroup.
The PivotTable will thus be set up with the different grouping levels summarising the data.
17
How to install the PowerPivot add-in in Microsoft Excel 2010 and 2013
In this tip, we’ll look at how to install the PowerPivot add-in which is available for free in Microsoft® Excel® 2010 and 2013.
PowerPivot enables you to process immense volumes of data that cannot be efficiently handled by PivotTables. Furthermore PowerPivot easily integrates with data from multiple sources and is flexible in handling data from Microsoft® SharePoint® and Microsoft® SQL Server®.
Applies to: Microsoft Excel 2010 and 2013.
1. Establish if your computer meets the applicable system requirements. The requirements for Microsoft Excel 2010 are: •WindowsXPwithServicePack3,WindowsVistawithServicePack2,Windows7,orWindowsServer2008orhigher •.NETFramework3.5SP1mayberequiredifyouarenotrunningWindows7 •Excel2010 •3.5gigabytesoffreeharddiskspace •1gigabyteofRAM(2gigabytesormoreisrecommended) •500MHzprocessororhigher
2. The PowerPivot installation must correspond to your Microsoft Excel 2010 installation. That is 32 or 64 bit installation.3. Click on the link below from Microsoft to download the PowerPivot add-on.
Download PowerPivot for Microsoft Excel 2010
4. Click on Download.5. Choose the files to download and select Next.
6. Select Run, and then Next.
07
18
7. Click on “I accept the terms in the license agreement” and then click Next.
8. Select Next, then Install, and Finish.
19
9. Open Microsoft Excel 2010. You will notice that after installation, a PowerPivot has been created.
If you are using Microsoft Excel 2013 you will have to activate instead of install the PowerPivot add-on.
NOTE: PowerPivot is only available for Office Professional Plus and Office 365 Professional Plus editions.
To activate PowerPivot in Excel 2013:1. Select File, Options, Add-Ins, COM Add-ins, and Go…
2. Then select Microsoft Office PowerPivot for Excel 2013 and OK.
After activating it, a PowerPivot tab will have been created and will show up on your menu.
20
How to set up a PivotTable using the PowerPivot add-on module
In the previous tip we showed you how to install the PowerPivot add-on module in Microsoft® Excel® 2010 and 2013 and how you can use it to process immense volumes of data that cannot be efficiently handled by PivotTables. In this tip we want to show you how to set up a PivotTable using PowerPivot to enable you to analyze large volumes of sales data efficiently. We will use a Product Sales by category report as our example.
Note: Download the workbook to practice this exercise
Applies to: Microsoft Excel 2010 and 2013
The data below will be used to create a PivotTable using PowerPivot.
1. Select the PowerPivot tab, and Create Linked Table in the Excel Data group, and them select OK.
2. Select the Home tab and PivotTable.
08
21
3. A Create PivotTable screen will pop up. To place the PivotTable on a new worksheet, select New Worksheet and OK.
4. Using the field list placed on the right hand side of the worksheet arrange the fields into the different areas of the PivotTable.
5. Place the fields as follows:
• Product Category, Product Name (Rows labels area)• Total Sale (Values area)• Sales Persons Name (Slicers Horizontal)
22
6. The PivotTable will be displayed.
The PivotTable displays the Product Sales by category. Slicers, which are used to easily filter components are part of the PivotTable field list and are automatically added to the PivotTable. By clicking on a Sales Person, say Dave, you are able to filter on the transactions or sales made by Dave.
23
How to calculate Sales Tax/Vat using PowerPivot Measures
In the previous tip we showed you how to set up a PivotTable using PowerPivot. In keeping to the same theme as the previous tip, we'll show you how you can easily calculate Sales Tax/Vat using the Measures feature in the PowerPivot tab. If you’re an accountant you may want to analyze the Sales Tax/Vat that will be paid on the products you’ve sold, luckily the Measures feature in the PowerPivot tab enables you to create formulas in your PivotTable. We’ll show you how in the steps below.
Note: Download the workbook to practice this exercise
Applies to: Microsoft® Excel® 2010 and 2013
1. Open the example exercise workbook, where a PivotTable is set up.
2. Select any cell within the PivotTable.3. Select the PowerPivot tab and then New Measures under the Measures group. Refer to the screen shot below.
4. In the Measure settings screen: a. Rename the custom name to Sales Tax. b. Enter the formula: =[ Sum of Total Sale]*14/100 i. Press the left square bracket key. ii. Select Sum of Total Sale from the drop down list.
09
24
iii. Then enter *14/100 c. Click on Check formula, to ensure that the formula is correct.
5. Select OK.
The PivotTable with a calculated field (Sales Tax) will be displayed. The percentage rate for Sales Tax will vary for each country, we used 14% for illustration purposes. Measures can also be used to create advanced functions on PowerPivot.
25
How to set up custom subtotals in a PivotTable
PivotTables are a very useful tool for business reporting especially when you have a lot of data to report on. PivotTables help you quickly summarize, analyze, explore, and present large volumes of data. Did you know that you can summarize or analyze your data with more than one subtotal? To demonstrate this, we show you how to summarize expenses by using the Sum and Average functions.
Note: Download the workbook to practice this exercise
Applies to: Microsoft® Excel® 2010 and 2013
1. Open the example exercise workbook, where a PivotTable is set up.
2. Right click on one of the categories within the PivotTable, for instance General Expenses.3. Select Field Settings from the list.4. Select Custom under Subtotals and Filters.5. From the functions list, select Sum and Average.6. Click OK.
10
26
The expenses will be analyzed by the Sum and Average functions. Thus you can see the total and average expenses under one subtotal.
27
How to set the Sum function as the default in a PivotTable
Sometimes when working with PivotTables, the Count function is set as the default instead of the Sum function. This can be frustrating as you have to set each column value to Sum.
The problem is caused by having blank cells in the PivotTable source data and as a result the values default to count. In order to rectify the problem you have to replace the blank cells with zero values. Follow the instructions below to see how:
Applies to: Microsoft® Excel® 2010 and 2013
1. To replace the blank cells with zero values in the example workbook: a. Click on one of the values in the source worksheet. b. Press F5. c. Click Special.
d. Select Blanks and then select OK.
11
28
e. Enter 0 in one of the blank cells. f. Press CTRL + Enter.
g. To create a PivotTable with the Sum as the default. i. Select any cell within the source worksheet. ii. Click on the Insert tab.
iii. Select PivotTable. iv. Click OK. v. Move the Product Name field to the rows area. vi. Move the Product Sales field to the values area.
29
A PivotTable with the Sum function as the default will be created. However if a PivotTable was set up with blank cells in the source data the default for Products Sales would have been count instead of Sum.
30
31
Learnt some handy tips and tricks in this e-book? Learn how to use Excel even smarter.
This e-book is a just taste of how we can teach you to use Excel smarter. We also offer a unique training course, Excel on Steroids, which focuses specifically on Excel features that are essential for business reporting.
Additional Learning
How will the Excel on Steroids course benefit you?The course will help you become more efficient in using Excel for business reporting so you can:• Improve you reporting skills• Increase productivity • Make better business decisions through improved report presentation and analysis
Excel on Steroids is offered classroom-based in South Africa for Microsoft Excel 2007, 2010 and 2013. It is also offered online on the Sage Intelligence Academy for Microsoft Excel 2010 and 2013. • For queries on classroom-based training in South Africa, get in touch with us.• For online training, visit the Sage Intelligence Academy.
For further information, please visit www.excelonsteroids.co.za
32
Additional Learning
Use Sage Intelligence, our Microsoft Excel-based reporting tool? Make the most of it with our handy tips and tricks.
Sage Intelligence is a flexible Business Intelligence (BI) reporting tool that gives you the freedom to design reports according to your business’s unique requirements. And it’s built in Microsoft® Excel®, a tool you’re already familiar with.
Don’t use Sage Intelligence and would like more information about it? Get in touch with us.
If you already use Sage Intelligence, learn tips and tricks that will help you to maximize your investment in Sage Intelligence so you can gain meaningful insights from your data to give your company a competitive edge. Sage Intelligence Tips and Tricks are published twice a month, and Sage Intelligence Tips and Tricks e-books are available for you to download at no cost.
YouTube
Subscribe
For further information, please visit www.sageintelligence.com
About The Sage Group plcWe provide small and medium sized organisations, and mid-market companies, with a range of easy-to-use, secure and efficient business management software and services - from accounting, HR and payroll, to payments, enterprise resource planning and customer relationship management. Our customers receive continuous advice and support through our global network of local experts to help them solve their business problems, giving them the confidence to achieve their business ambitions. Formed in 1981, Sage was floated on the London Stock Exchange in 1989 and entered the FTSE 100 in 1999. Sage has millions of customers and 12,975 employees in 23 countries covering the UK & Ireland, mainland Europe, North America, South Africa, Australia, Asia and Brazil. For further information please visit www.sage.com.
©2015 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.
